Using Staff Agencies > Manage Agency Bookings

To use a member of agency staff to cover lessons, you must first create a booking for their time.

All bookings made are listed in the module, they are colour coded to identify their status:

• Grey indicates a past booking.
• Green indicates a current booking.
• Red indicates a cancelled booking.

To manage agency bookings, follow the steps below:

1. Open the Cover Manager module and select the Configuration tab.
2. Select Manage Cover Agencies from the right hand menu.
3. Click Manage Bookings to view the Manage Bookings window, an example is shown below:
   A number of functions are available for you in this window. Choose to:

• Create a Booking. Select a member of agency staff for the booking and the period of time that you need them.
• Edit a Booking. Change the details of a booking, such as the date and time.
• Cancel a Booking. Bookings cannot be deleted, cancelling a booking leaves a record in the module
• Restore a Booking.

Create a Booking

To create an agency booking, follow the steps below:

Either:

1. In the Manage Bookings window, click Create Booking to display the Booking Options window:

2. Complete the sections available:

   Section	Explanation
   Core Details	Select an agency and teacher from the drop down lists.
   Booking Dates	Select dates and times for the booking using the calendar button and drop down lists available.
   Availability	Use the checkboxes to select days of the week for the booking. This is particularly useful when booking an agency teacher for a whole term but you only want them available to cover lessons from Monday to Friday.

3. Click Save & Close.

or

1. Click in your selected agency to display the Manage Agency Teachers window:
   
2. Click in your selected teacher to display the Booking Options window. The Core Details section is completed for you:
3. Select dates and times for the booking using the calendar button and drop down lists available.
4. Use the checkboxes to select days of the week for the booking.
5. Click Save & Close.

Edit a Booking

To edit a booking, follow the steps below:

1. In the Manage Bookings window, select a week to display using the drop down list in the top right of the window. This defaults to display the current week.
2. Click to display the Booking Options window:
   
3. Edit the dates and times for the booking using the calendar button and drop down lists available. Removing dates, times and days which have already been used for covering lessons does not change the status of the covered lessons. The agency teacher is still listed as covering them.
4. Use the checkboxes to edit the days of the week for the booking.
5. Click Save & Close.

Cancel a Booking

To cancel a booking, follow the steps below:

1. In the Manage Bookings window, select a week to display using the drop down list in the top right of the window. This defaults to display the current week.
2. Click in your selected booking.
   The booking is cancelled and the agency teacher is no longer available for cover through this booking.
3. Check the box marked 'Include Cancelled' to view booking for a selected week. Cancelled bookings are highlighted red.

Restore a Booking

To restore a booking, follow the steps below:

1. In the Manage Bookings window, select a week to display using the drop down list in the top right of the window. This defaults to display the current week.
2. Click in your selected booking.
   The booking is restored and the agency teacher can be used for covering lessons.